Marketing / Types of Workflow Campaigns

How To Build Check-in (Loop) Campaigns

Modified on: Tue, 11 Mar, 2025 at 10:10 AM

A digital check-in and ticketing system allows businesses to manage customer visits, offers, and campaigns efficiently. This article provides a step-by-step guide on setting up a digital check-in system in OmniReach, enabling businesses to generate QR-coded tickets, track redemptions, and automate workflows.


TABLE OF CONTENTS




Key Benefits of a Digital Check-In System

A digital check-in system streamlines customer engagement and enhances business operations. Key benefits include:

  • Automated QR Code Generation: Each customer receives a unique ticket.

  • Efficient Tracking: Staff can verify ticket eligibility instantly.

  • Pre-filled Check-In Forms: Reduces manual data entry.

  • Redemption Control: Prevents multiple uses of the same offer.

  • Automated Review Requests: Encourages feedback collection.

  • Customizable for Different Use Cases: Ideal for restaurants, events, and promotions.

Step 1: Setting Up the Check-In Form

A check-in form collects customer information and confirms ticket validity when scanned by staff.

  1. Go to Sites in your OmniReach sub-account.

  2. Navigate to Forms > Builder and click Add Form.

  3. Select a restaurant-related template to save time.

  4. Customize the form by:

    • Keeping essential fields: Full Name, Phone Number, Email.

    • Removing unnecessary fields.

    • Renaming the submission button to Check-In.

  5. Add a custom field:

    • Click Add Element and create a Single Line field.

    • Name it Redeem Status and group it under Contact.

    • Save and hide this field (it will store ticket redemption info).

  6. Click Save Form.

Step 2: Generating Prefilled URLs for Each Customer

Prefilled URLs ensure that when a customer scans a QR code, their information is automatically filled in.

  1. Save your form and click Integrate to copy the form link.

  2. Modify the URL structure to prefill data dynamically:

    • Use query parameters to pass customer details:

      ?full_name=Contact.Name&phone=Contact.Phone&email=Contact.Email&redeem_status=False

  • Ensure consistency so that existing customer details match OmniReach records.

  • Save this modified link for use in QR code generation.

    • Trigger links shorten and track URL clicks, allowing workflow automation.

    1. Go to Marketing > Trigger Links.

    2. Click Add Link and name it accordingly (example: Free Dessert Campaign)

    3. Paste the modified URL (from Step 2) and save it.

    Step 4: Sending QR Codes via Email

    Each customer receives a unique QR code linked to their personal check-in form.

    1. Use API.QRServer.com to generate QR codes dynamically.

    2. Create an email template:

      • Add campaign details and instructions.

      • Insert the same image header as the form.

      • Use the following structure for dynamic QR code generation:

        https://api.qrserver.com/v1/create-qr-code/?data=<<TRIGGER_LINK>>

  • Replace <<TRIGGER_LINK>> with the actual trigger link.

  • Test the email by sending it to yourself and scanning the QR code.

    • Step 5: Automating the Check-In Process

    Ensure a smooth workflow by automating customer check-ins and redemption tracking.

    1. Create a workflow:

      • Navigate to Automations > Workflows and click Create Workflow.

      • Set the trigger to Form Submitted and select your check-in form.

      • Add the following actions:

        • Add a Tag: Free Dessert Checked-In.

        • Update Contact Field: Set Redeem Status to True.

        • Send a Review Request (optional).

        • Log Data to Google Sheets (optional for tracking check-ins).

    2. Publish and Save the workflow.

    Step 6: Preventing Multiple Redemptions

    To prevent customers from using the same QR code multiple times:

    1. Modify the check-in form:

      • Go to Sites > Forms and open the form.

      • Click Conditional Logic and add a rule:

        • If Redeem Status = True, Disqualify the lead.

        • Show a message: "You’ve already redeemed this ticket. Thank you for your visit."

      • Save the form.

    2. Test by scanning twice:

      • First scan should allow check-in.

      • Second scan should show a disqualification message.

      • Verify in Form Submissions that only one successful submission exists.

    Frequently Asked Questions

    Q: Can I use this system for events instead of restaurants?

    Yes! This system works for events, workshops, and other campaigns where unique ticketing is required.

    Q: How do I track which customers redeemed the offer?

    You can track redemptions through Form Submissions or Google Sheets Integration.

    Q: Can I customize the email template further?

    Absolutely! Modify the email content and QR code placement as needed.

    Q: What happens if a customer tries to redeem a ticket twice?

    The system prevents duplicate redemptions by checking the Redeem Status and disqualifying them.

    Q: How do I add SMS notifications for staff members?

    Use the Workflow Automation feature to send SMS notifications when a check-in occurs.

    • How to Create and Manage Forms in OmniReach

    • Using Trigger Links for Campaign Tracking

    • How to Automate Email Campaigns in OmniReach

    • Creating Custom Fields for Better CRM Management

    Next Steps

    1. Set up your check-in form following the instructions.

    2. Generate dynamic QR codes and test email delivery.

    3. Automate workflows for check-in tracking and redemption control.

    4. Ensure duplicate redemption prevention is working correctly.

    5. Monitor results and optimize your campaign.

    This guide provides a structured way to implement a digital check-in system in OmniReach, ensuring smooth ticketing and campaign tracking. If you have questions, feel free to reach out!





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